I recently went to the doctor and asked for the email to their billing office. The receptionist was reading the long address off a sticky note, so I asked if I could take a quick photo. She happily handed it over. Only later did I realize the password was written right underneath it. I walked out with both the email and the password without anyone thinking twice about it.

This happens inside businesses every day. It feels harmless in the moment. It feels convenient. But it’s one of the simplest ways to expose sensitive systems, lose control of credentials and create unnecessary risk.

Why Sticky Notes and Spreadsheets Are a Serious Problem

Passwords that live on sticky notes or inside Excel files can be copied, shared or screenshotted in seconds with absolutely no trace. Anyone who sees them even briefly can save them. Employees can forward that file without realizing what’s inside. A compromised device can hand every credential to an attacker instantly.

And once those passwords leave your control whether on paper, in someone’s camera roll or in an email thread you no longer know who has access to what. That’s where compliance issues surface, especially in industries like healthcare, financial services, manufacturing or any business handling customer information.

The Real Issue We See with SMBs

In many small and midsize businesses, especially medical and dental practices, IT often feels like an area to cut costs. Leaders want simple, inexpensive solutions and rely on reactive support instead of proactive guidance.

But cutting corners on security doesn’t save money long-term. It creates high-risk habits that only get attention after a breach, an audit or an incident that could have been avoided. Sticky notes and password spreadsheets are perfect examples of these hidden vulnerabilities.

A Better Path Forward

There are straightforward steps that dramatically reduce risk and help teams form better security habits.

  • use a secure password manager so credentials stay encrypted and controlled
  • use employee monitoring to identify and block risky behavior before it becomes a problem
  • implement an employee security awareness training program so staff understand why these steps matter
  • partner with an IT provider who offers proactive guidance instead of waiting until something breaks

These changes don’t just improve security they prevent the accidental slip-ups that create bigger issues later.

Time to Move Away From Sticky Notes and Spreadsheets

If your organization is still storing passwords in Excel files, passing them around in email threads or writing them on notes, now is the time to put a safer system in place. These small habits can open the door to far bigger problems, and fixing them is far easier than dealing with a breach.

If you’d like help creating a secure password process, evaluating your risks or setting up the tools that make this simple, our team can guide you step-by-step.